Hospitality Event Specialist

About Us: LRY Media Group is a renowned event production agency with over 20 years of experience in event planning, production, and experiential marketing. We are dedicated to taking full control of every logistical aspect of event planning. Our approach allows the vision of the client to be fully present on the event day. We achieve this by keeping our core values at the heart of everything we do: - Customer-First, Dependable, Excellence, Integrity, and Solutions-Minded.

About the Role: We are seeking a dynamic Hospitality Event Specialist responsible for coordinating and managing all aspects of attendee registration and travel logistics for our events. The ideal candidate will develop efficient registration processes, handle comprehensive travel arrangements, and provide exceptional support to ensure a seamless experience for all participants.

• Develop and implement registration processes and systems.
• Create and maintain online registration forms and platforms.
• Monitor and manage attendee registrations, updates, and cancellations.
• Provide support and assistance to attendees during the registration process.
• Generate and distribute registration reports and attendee lists.

• Arrange travel logistics for attendees, speakers, and VIPs, including flights, accommodation, and ground transportation.
• Negotiate with travel vendors to secure the best rates and terms.
• Coordinate with travel agencies and manage group bookings.
• Create movement schedules for ground transportation.
• Provide travel itineraries and relevant information to attendees.

• Serve as the primary point of contact for all registration and travel-related inquiries.
• Communicate event details, travel instructions, and updates to attendees.
• Address and resolve any issues or concerns related to registration and travel.

• Maintain accurate records of registrations and travel arrangements. 
• Ensure compliance with data protection regulations and confidentiality. 
• Analyze registration data to identify trends and improve processes.

• Work closely with the event planning team to ensure alignment of registration and travel processes with overall event objectives.
• Collaborate with Decor Event Specialists on the layout of the registration area. 

• Manage budgets for registration and travel logistics.
• Track expenses and ensure all costs stay within budget.
• Find cost-effective solutions without compromising on quality.

• Oversee on-site registration and check-in processes. 
• Manage travel-related logistics during the event, such as airport transfers and hotel check-ins. 
• Provide support to attendees on-site for any registration or travel-related issues.
• Train ambassadors that are recruited to help with registration for the event. 
• Coordinating staff and assigning tasks to ensure efficient operations. 

• Develop and implement strategies to recruit volunteers through various channels.
• Serve as the primary point of contact for volunteers, addressing questions and concerns for events. 
• Develop volunteer schedules and manage shift assignments as needed for events.  

• Bachelor’s degree in Event Management, Hospitality, Business Administration, or a related field.
• Certification in event planning or travel management.
• Proven experience in event registration and travel coordination.
• Proficiency in event management software and registration platforms.

• Experience with large-scale events and conferences.
• Experience in Hospitality.
• Ability to work under pressure and meet tight deadlines.
• Attention to detail and problem-solving skills.
• Knowledge of travel booking systems and vendor negotiation.
• Flexibility to travel as needed and work irregular hours during events.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Communication skills (written and verbal.
• Experience working software platforms like Cognito, Eventbrite, or other websites that collect data for events.